Overview

The Operating Room Program is a computerized processing of patient data, hospital supplies, exam requests and services. Like with other MEDSYS programs, this is connected to other departments through a computer network for faster processing of patient transactions such as the accessibility and processing of scheduled operations posted from nurse stations.

Registered patients in the Admitting (inpatients) and OPD departments (outpatients) are accessible in here. It can oversee the status of its resources through generated reports provided by the program.

Password protects the program from unauthorized access. Only program users with registered employee number and password can access it.

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Objectives

To communicate with other hospital departments via computer network in the least time required.

To automatically generate reports about the services requested, hospital supplies, etc.

To maintain the confidentiality of data entered in the computer.

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Features

1	Data-entry restriction - Warning messages are flashed for possible invalid entries. This ensures all data inputted would be made useful for any transaction that may occur.

2	Auto-report generation - The program is capable of generating reports like daily census, monthly census and others.

3	User-friendly - The program user is guided by instructions in doing the next step providing an easy-use to process transactions. Toolbar buttons are also incorporated with tool tips so whenever a user positions the cursor just above the toolbar buttons; a tool tip will pop out.

4	Password-protected - The use of password is necessary to restrict unauthorized access. Thus the program only accepts passwords which are registered into it. This feature ensures the confidentiality and integrity of data entered into the program.

5	Online-help guide - By just pressing F1, the online help will be displayed containing topics about the program transactions. Users can easily learn the flow of a particular transaction because of the step-by-step procedure written into it.

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How to Start the Program

1	Click on O.R. Program executable file icon located in the desktop.

2	The Login window will be displayed asking the user to type his employee number and password for security purposes.

Login Window

3	If accepted, the user can now start a transaction. Otherwise, a message will be displayed prompting “Unauthorized User”.

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Changing of Password

How to End the Program


How to End the Program

It is important for users to close the program when they are done to end-up their session. Other users might use the open program using the same password.

To close the program:

Click on [image] located at the upper right corner of the main window or

Click Exit Application from Exit menu or

Click Exit Application from Exit Application drop-down toolbar [image] button.

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How to Use this Online Help?

This online-help serves as a guide to program users. It gives you the step-by-step and brief background of a particular transaction. This is triggered by just pressing <F1> function key from your keyboard and the list of topics will be readily available for user's query.

•	To display help topics, click me .

Click the Contents tab to display list of topics. It is categorized into how the program is designed to easily follow a particular transaction's flow. Just double-click on the topic you want to view then its details will be displayed. Click the Help Topics button to go back to help topics main window.

Click the Index tab to display list of topic indexes. Index entry is best recommended when searching the step of a particular transaction because you will just type word(s) related with the topic.

•	To view pictures of program forms, click the broken underlined text colored with green. A pop-up window appears upon clicking.

•	To jump into another topic, click the solid underlined text colored with green. Upon clicking, it jumps you to the topic.


Changing of User's Password

It is advisable to change your password frequently for security reasons. To change you current password, follow these steps.

1	From the Login window, type your employee number and then press <Enter>.

Login Window

2	Under the Password entry, press <F12>. Pressing this function key will invoke the Change Password window.

Change Password Window

3	Under the Change Password window, type the following data.

Old Password - Type your existing password.

New Password - Type your new password not exceeding to 15 characters.

Confirm Password - Retype your new password to confirm and then press <Enter> or you can click the Save button.

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How to Start the Program


How to Search a Patient (Inpatient, Outpatient)

Upon loading the program, patient searching window will be the first window to be displayed. You can activate patient searching by clicking on [image] toolbar button or by clicking the Open menu.

1	Patient Type - Click on the option box  “In Patient” to search for inpatients or “Out Patient" to search for outpatients.

2	Search Category - Choose one search category from the list below. It is advisable to just enter the full last name of the patient when searching.

Enter Last Name: Type the full last name of the patient or type the first letters of the last name then press <Enter> or click on Search button or

Enter Hospital Number: Type the hospital number of the patient then press <Enter> or click on Search button or

Enter Admission Number: Type the admission number of the patient then press <Enter> or click on Search button.

Afterwards, patient listing(s) will be displayed at the right side of the window. Select a patient from the list to use for your transaction. (The selected patient is highlighted with blue color when clicked) Here are the actions you can do after selecting a patient.

Patient List Window

Right-click -You can right-click on the patient name to display options such as personal information, request status or patient’s ledger.

Double-click - When double-clicked, the clinical procedure window will be displayed. Clinical procedure includes:

Send Requests

Nurses Activity Request

View Results

Vital Signs

Nurses Notes

Patient Profile

Clinical Summary

3	Clinical Procedures - You can activate this after selecting a patient from the list. The most common clinical procedures are as follows:

Send Requests/ Post Charges

View Clinical Results

Clinical Summary

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Inquiry (Personal Information, Request Status, Patient's Ledger)

If the patient is right-clicked from the patient list, three options will be displayed to choose from which are listed below.

Personal Information

The personal information to be viewed includes patient name, hospital number, admission number, admission date, and room number. To view patient’s information:

1	Select a patient from the list then right-click. A pop-up window will be displayed. Click Personal Info or click Personal Info from the Inquiry pull down menu.

2	The Personal Information window will be displayed and the following data can be viewed.

Personal Information Window

Patient Name

Hospital Number

Admission Number

Admission Date

Room Number

Request Status

This displays the status of the requested exam for the patient. To know the request status of the patient,

1	Select a patient from the list then right-click. A pop-up window will be displayed. Click Request Status or click Request Status from the Inquiry pull down menu.

2	A generated report window will be displayed. The following data can be viewed.

Description - the name of the exam requested

Qty - the number of exam(s) requested for a particular exam

Reference No. - a program generated number (charge-slip number)

Status - e.g. Pending, With Result, Charged…

Request Date - the date when the exam was requested

Request By - the program user who requested the exam

3	To print, click [image].

Patient's Ledger

This displays the total amount of hospital charges to be paid by the patient.

1	Select a patient from the list then right-click. A pop-up window will be displayed. Click Patient’s Ledger or click Patient’s Ledger from the Inquiry pull down menu.

2	A generated report window will be displayed.

3	To print, click .

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Reports

Click the option you want (listed below) from the Reports pull-down menu. A window for date entry will be displayed. Select From and To dates by clicking the drop-down arrow and then click on OK button.

Audit Report

This displays a report of all items requested, how many quantities are used in a particular item requested and its corresponding amount totaling the accumulated amount of all items. This is arranged alphabetically by the reference number of each item.

The following data are displayed in the report.

Reference No. - program - generated number (charge-slip number)

Amount - the amount of item requested

Department - the department code

Quantity - the number of item requested

Code - the code of the item requested

Description - the name of the item requested

By - the program user who requested the item

Date - the date when the item was requested

Name of Patient - the name of the patient who requested the item

To print, click [image].

Monthly Report

This displays a report of all items requested, the quantity and amount accumulated each and both in inpatient and outpatients for a particular item then totaling the quantity and amount accumulated each and both in inpatient and outpatients for all the items requested. This is arranged alphabetically by the name of the item requested.

The following data are displayed in the report.

Description - the name of the item requested

Number (Inpatient) - the total number of the particular item requested in inpatient

Amount (Inpatient) - the total amount accumulated for the particular item in inpatient

Number (Outpatients) - the total number of the particular item requested in outpatients

Amount (Outpatients) - the total amount accumulated for the particular item in outpatients

Number (Total) - the total number of the particular item requested in inpatient and outpatients.

Amount (Total) - the total amount accumulated for the particular item in inpatient and outpatients.

To print, click [image].

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Statistical Report

This generates a report of category of operation (major, minor, medium) statistics since the entered beginning to ending dates grouped into "Above 15 years old (male, female)" and "Below 15 years old (male, female)".

To print, click [image].

Schedule of Operation

This generates a report of scheduled operations since the entered beginning to ending dates.

To print, click [image].


Receivable Updates

This option lets nurses to enter the miscellaneous charges, room fee, oxygen, supplies, and medicines.

1	Click on Receivable Update menu. The Receivable Update window will be displayed afterwards.

Receivable Updates Window

2	Click on Search Patient button located at the right side of the window. The Search Patient window will be displayed. Type the following data.

Patient Type - Click on the option box  “In Patient” to search for inpatients or “Out Patient" to search for outpatients.

Search Category - Choose one search category from the list below. It is advisable to just enter the full last name of the patient when searching.

Enter Last Name: Type the full last name of the patient or type the first letters of the last name then press <Enter> or click on Search button.

Enter Hospital Number: Type the hospital number of the patient then press <Enter> or click on Search button.

Enter Admission Number: Type the admission number of the patient then press <Enter> or click on Search button.

3	Afterwards, patient listing(s) will be displayed at the right side of the window. Select a patient from the list to use for your transaction by double-clicking on it. In the Receivable Update window, type the following data.

Department Code - Refer to the department code written just below the data entry.

Item Code - Type the service code or first letters of the service name and then press <Enter>. Or you can press <Enter> key if item code is still blank. When pressed, the Revenue Code window will be displayed showing the complete list of revenue codes.

Item Description - Automatically displayed by the program in relation with the selected item.

Quantity - Automatically displayed by the program in relation with the selected item but it can still be changed.

Unit Price - Automatically displayed by the program in relation with the selected.

Amount - Automatically displayed by the program in relation with the selected item and its quantity.

4	After completing the needed data, the following button options can be clicked from.

Click on Save button to save the items entered. When clicked, you have the option to print it.

To remove the selected item, click on the desired item then click on Delete button.

Clicking on Exit button will close the Receivable Update window.

An option is located below the window to view previous charges entered, re-print charge-slip or cancel the charges entered.

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Clinical Operation

This is a data entry on the operation procedure of the patient. It includes result-entry, operation findings, diagnoses, techniques used, and other operation information (date & time of operation, operation performed, category of operation).

1	Choose a patient from the patient list then click on [image] Clinical Oper. toolbar button.

2	Its window will be displayed.

Clinical Operation Window

The following data are needed to enter.

Surgeon - 1Type the doctor's code and then press <Enter>. 2Or type the first few letters of doctor's lastname and then press <Enter>. A window will be displayed matching the query. 3Or the user can press <Enter> if surgeon textbox is still blank to display the complete list of doctors. Just double-click the name of the doctor to select.

List of Doctors Window

1st Asst. - This refers to the first assistant of the doctor first entered. 1Type the doctor's code and then press <Enter>. 2Or type the first few letters of doctor's lastname and then press <Enter>. A window will be displayed matching the query. 3Or the user can press <Enter> if surgeon textbox is still blank to display the complete list of doctors. Just double-click the name of the doctor to select.

2nd Asst. - This refers to the second assistant of the doctor first entered. 1Type the doctor's code and then press <Enter>. 2Or type the first few letters of doctor's lastname and then press <Enter>. A window will be displayed matching the query. 3Or the user can press <Enter> if surgeon textbox is still blank to display the complete list of doctors. Just double-click the name of the doctor to select.

Nurse (1 & 2) - This refers to the circulating nurse. 1Type the first few letters of nurse's lastname (O.R. Staff) and then press <Enter>. A window will be displayed matching the query. 2Or the user can press <Enter> if it is still blank to display the complete list of O.R. staff. Just double-click the name of the o.r. staff to select.

O.R. Staff Window

Nurse (1 & 2) - This refers to the scrub nurse. 1Type the first few letters of nurse's lastname (O.R. Staff) and then press <Enter>. A window will be displayed matching the query. 2Or the user can press <Enter> if it is still blank to display the complete list of O.R. staff. Just double-click the name of the o.r. staff to select.

Anesthesiologist - Type the anesthesiologist code and then press <Enter>.  1Type the first few letters of doctor's lastname (O.R. Staff) and then press <Enter>. A window will be displayed matching the query. 2Or the user can press <Enter> if it is still blank to display complete list of doctors. Just double-click the name of the doctor to select.

Anesthesia applied - Type the anesthesia applied.

Date of Operation - Click the drop-down list to display calendar. Click the date of operation. (format: mm/dd/yyyy where mm is month, dd is day, and yyyy is year)

Time Started - Type the time when the operation was started. Click the up-and-down arrow to select time.

Time Finished- Type the the time when the operation was finished. Click the up-and-down arrow to select time.

Oper. Performed - This refers to the operating procedure. Type the code of the operating procedure and then press <Enter>. Or type the first few letters of the procedure and then press <Enter>. A window will be displayed matching the query. Or press <Enter> key if it is still blank to display the complete list of procedure. Just double-click the name o fthe procedure to select.

List of Procedures Window

Category - Click the drop-down arrow to select the category of operation. Options listed are major, medium, minor, and open heart).

Sponge Count - Click one from the two options <YES, NO>.

Prep.- Oper. Dx

Post-Oper. Dx

Prep-Op. Cond

Post-Op. Cond

Meds./I.V.

Drains

Path. Finds.

Op. Techniques

3	After completing the data, the following button options can be clicked from.

Save - This will save the current entry.

Cancel - This will close the window without saving the entered data.

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Clinical Procedures

1	Send Request

How to Request Lab. Exam

How to Request X-ray Exam

How to Request Ultrasound Exam

How to Request C.T. Scan Exam

How to Request Cardiovascular (Heart Station) Exam

How to Request Nuclear Medicine Exam

How to Request Physical Therapy and Rehabilitation Medicine Exam

How to Request Pulmonary Lab. (RTS) Exam

How to Request Medicine

How to Request Supplies

How to Send a Discharge Order

How to Post Charges of O.R. Services and Supplies (for charge patient)

How to Post Charges of O.R. Services and Supplies (for cash patient)

How to Re-print Request Form of Lab. Exam

2	Nurses Activity Request

3	Viewing of Exam Result

4	Vital Signs Data Entry

5	Nurses Notes Data Entry

6	Viewing of Patient's Profile

7	Viewing of Clinical Summary

8	Schedule Operation

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How to View List of Confirmed Operation Schedules
How to View List of Confirmed Operation Schedules/ How to Revoke Confirmed Operation Schedule

This displays list of confirmed operation schedules. It has an option to revoke the confirmed schedule and it will remove from the list.

1	Click on Operation Schedule menu. Its window will be displayed.

Operation Schedule Window

2	Click on List of Confirmed Schedule button. Its window will be displayed.

List of Confirmed Schedules Window

3	Click on the row where the confirmed schedule is aligned and then click on Revoke button. The revoked confirmed schedule will then be automatically removed from the list. Please note that the user can only revoke dates that are beyond the current date.

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How to Process Pending Request
How to Process Pending Request/How to Revoke Pending Request

This displays list of pending requests of operation schedules. It has an option to revoke pending request and it will automatically remove from the list.

1	Click on Operation Schedule menu. Its window will be displayed.

2	Click on [image] button to display list of pending requests.

List of Pending Requests

3	The following button options can be clicked from.

Confirm - This button when clicked will confirm the request.

Revoke - This will revoke selected schedule from the list.

Exit - This will close the window.

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How to View Scheduled Operations

This displays list of scheduled operations in a tabular form.

1	Click on Operation Schedule menu. Its window will be displayed.

2	Choose a day in the calendar.

Calendar

3	Click View Scheduled Operations or click on [image] button beside it. At the grid form, the list of scheduled patients will be displayed.

Sample Scheduled Patient

The user can double-click on the scheduled patient to view its details.

Schedule Details

4	To close the window, click [image] located in the upper right corner of Schedule Operation window.

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How to Print Scheduled Operations

This option allows the user to print the selected scheduled operations.

1	Click on Operation Schedule menu. Its window will be displayed.

2	Choose a day in the calendar.

Calendar

3	Click View Scheduled Operations or click on [image] button beside it. At the grid form, the list of scheduled patients will be displayed.

4	Click Print Selected Schedule or click on [image] button beside it. A printable report will be displayed.

5	To print, click [image].

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Room Maintanance

This option lets user to add, remove, and rename O.R. rooms.

1	Click on Operation Schedule menu. Its window will be displayed.

2	Click Build/Update O.R. Rooms or click on [image] beside it. Its window will be displayed.

3	The following button options can be clicked from.

Add - This will build a new room.

Rename - This will rename selected rooms from the list.

Remove - This will remove saved room.

Cancel - This will close its window.

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How to Set Schedule Parameters

This option lets user to set the schedule increment of the grid form.

1	Click on Operation Schedule menu. Its window will be displayed.

2	Click Set Schedule Parameters or click on [image] beside it. Its window will be displayed.

Enter the following datum.

Schedule Increment - Click on the drop-down arrow to display list. Just click on the option you want to use.

3	The following button options can be clicked from.

Ok - This will save changes done.

Cancel - This will close its window without saving any change done.

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Help Topics: Main Window


A sample pop-up window